Events Coordinator

Job Summary:

About the Mittal Institute

The Mittal Institute at Harvard University is a global research center dedicated to advancing interdisciplinary scholarship and fostering real-world solutions to pressing global challenges. The Institute works with faculty members, students, and in-region institutions and experts to advance and deepen the understanding of critical issues shaping South Asia and its global impact. Through academic programs, fellowships, public events, and collaborative partnerships, the Institute brings together diverse communities to promote knowledge, dialogue, and actionable impact.

Position Summary

The Event Coordinator will play a key role in supporting the planning, coordination and execution, of a wide range of Institute events, including lectures, symposia, workshops, fellowship activities, seminars, community gatherings, and public programming. This position ensures that all events are delivered professionally, efficiently, and in alignment with the Institute’s mission and high standards. The Event Coordinator reports to the Assistant Director for Programs and works closely with faculty, staff, students, fellows, and external partners to create engaging, inclusive, and impactful event experiences. The tasks encompassed in this position are broad and varied. They include, but are not limited to:

Job-Specific Responsibilities:

Event Coordination:

• Coordinate end-to-end logistics for Institute events, including planning timelines, reserving event spaces, managing vendors, arranging audiovisual support, coordinating catering and transportation, and ensuring effective hospitality and post-event follow-up.

• Coordinate event communications in collaboration with the Communications team, including invitations, RSVP and registration tracking, event website listings, confirmations, reminders, and post-event follow-up.

• Serve as a primary point of contact for event participants, speakers, guests, and vendors, providing professional support and clear communication before, during, and after events.

• Occasionally, may work with the Executive Director and senior leadership on the coordination of the non-public events for friends and supporters of the Mittal Institute.

• Provide on-site event support, including check-in, troubleshooting, and coordination with staff and vendors.

• Coordinate room layouts and space setups in compliance with Harvard and Institute policies.

• Assist with virtual and hybrid events, including platform setup (e.g., Zoom), registration management, and audiovisual coordination.

• Maintain and update event databases, calendars, and documentation.

• Prepare event budgets, track expenses, and assist with financial reconciliation.

• Support administrative processes related to events, including purchase requests, contracts, and reimbursements.

Student Support

• Coordinate the Graduate Student Associate Program for graduate students affiliated with MI, managing application and renewal processes, and organizing related program events.

• Support the student organizations associated with the Mittal Institute.

• Support the Seed for Change Prize by coordinating faculty review committees and serving as a primary point of contact for applicants.

• Assist with the biannual student grant cycles and serve as backup as needed.

This is a full-time, hybrid position based in Cambridge, MA. Must be on campus for event set-up and on-site support. Additional information regarding flexible work arrangements will be provided during the interview process.

Flexibility to work on occasional evenings and weekends as required by event schedules.